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CLOSED: Job Opportunity: Administrative and Communications Coordinator at OMA

30 Mar 2018 1:20 PM | Oregon Museums Association (Administrator)

The Oregon Museums Association is hiring for a part-time, contract position!



Position: Administrative and Communications Coordinator
Hours: approximately 12 hours per week
Status: Contract, Part Time
Schedule: Flexible schedule/additional hours may be required during certain special events


Reports to: Board President

This position provides administrative and communication support to the Oregon Museums Association (OMA) through the direction of OMA’s Board of Directors. Duties will include, but are not limited to, bookkeeping; membership coordination; social media communication and website updating; event planning; design, printing, and mailing of printed materials. Please see position duties below for detailed tasks.


Position Duties

1. Website

Research and update content including but not limited to: Oregon museum news, job

opportunities, announcements, OMA event postings, regional workshops, national studies, advocacy statements, funding opportunities, and national and regional news

Update member information on website

Post resource documents as needed


2. Print and Online Communications

Research, compile, and send E-Dispatch each month via MailChimp

Create and maintain a shared communications calendar

Write and collect content for OMA Facebook & LinkedIn pages

Draft and send newsworthy email communications to OMA members


3. Annual Conference and Regional Workshop(s)

Create registration forms (online and print) and oversee registration process

Track and report on registrants

Update website with event details (schedule, stipend information, sponsors, etc.)

Manage nametags, overall look-and-feel of the event, A/V needs, event signage, and check-in


4. Miscellaneous Administration

Check and maintain email inbox(es)

Maintain records and files in the OMA Google Drive

Assist with preparation of OMA federal and state documents (tax forms, etc.)

Attend OMA in-person annual conference and board meetings as required

Attend and take minutes during monthly board conference calls


5. Membership

Communicate with members via email, phone, etc.

Coordinate membership renewal process including thank you letters, receipts, and announcements

Maintain current contact list for email

Coordinate monthly membership reports with OMA’s Membership Chair


6. Bookkeeping (minimal)

Receive payments, pay invoices, and make deposits

Maintain/reconcile accounts

Prepare financial reports in coordination with OMA’s Treasurer




Must have access to internet connection and printing capabilities

Self-motivated and highly organized

Ability to work with computer applications including webpages and social media

Familiarity or willingness to learn Wild Apricot, OMA’s membership and website software

Proficient use of Microsoft Word, Excel, and Adobe InDesign

Work well without direct supervision

Present and communicate professional demeanor when acting on behalf of OMA

Must be able to compose professionally written documentation and communications

Flexible availability

Ability to maintain confidentiality

Maintain high standards in professional behavior at all times

Must reside in Oregon

High School diploma required

Familiarity with non-profit organizations and/or museums


Service Duration

Initial services will be provided over a three-month probationary period. At the end of the initial 90-day probation period, a written and oral self-evaluation and performance review will be held with the OMA President. Subsequent evaluations will occur approximately every 12 months.

Financial Compensation and Summary of Hours Needed

Compensation will be provided in the form of OMA checks or PayPal payments to be paid on a monthly basis. The payment rate will be $16.50 per hour. The Administrative and Communications Coordinator in collaboration with OMA President will determine the exact number of hours necessary to complete the above tasks. An average week will entail 12 hours of work with the possibility of more during special events, annual conference, etc. A detailed record of tasks completed and amount of time required will be logged by the Coordinator and sent to the Treasurer by the 10th of each month.

The individual selected for this position will be considered an Independent Contractor and will be issued an IRS tax form 1099 following the end of each tax year. Taxes will not be withheld from payments and are the responsibility of the contracted individual.



To apply, please send resume and cover letter to:




P.O. Box 8604, Portland, Oregon 97207











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